Vote: approved

Item Text

34. FACILITIES MANAGEMENT DEPARTMENT REQUEST FOR REVIEW OVER THRESHOLD Per the Board approved FY 2015 Budget Guidelines and Priorities, approve allowing the Office of Management & Budget to review the following request(s) over threshold: 1. ”As Builts” Document Services $250,000 (Non-recurring expense, Fund 100, Priority #3) 2. Tririga Real Estate Environmental Sustainability Module $175,000 (Non-recurring expense, Fund 100, Priority #4) 3. Tririga Facility Assessment Module $133,000 (Non-recurring expense, Fund 100, Priority #4) 4. Additional FY 2015 funding to reconcile project to prior year actual; prior spending of $674 is below the FY 2013 forecast of $913,022 for the Central Court Building Major Maintenance project; FY 2014 spending is forecast at $901,457; therefore, requested FY 2015 funding is $4,897,869. The total project budget is $5,800,000. (Non-recurring expense, Fund 100 Major Maintenance, Priority #4) 5. New FY 2015 funding for one-time major repairs to the Chambers Building $3,568,322 (Non-recurring expense, Fund 100 Major Maintenance, Priority #3) Additional information for each numbered item in the action requested follows: 1. Document services for “as builts” will aid us with future repairs/maintenance on key existing facilities in the downtown area. This service will update the currently outdated as-built documents that denote building systems, layout, etc., that are used by contractors for any repair, maintenance, or remodeling work completed on these buildings. These documents contribute to the accuracy, timeliness of future work and reduced costs. 2. The Tririga Sustainability Module provides environmental and energy management software to streamline enterprise carbon accounting and sustainability investment analysis. It provides a single repository of energy and environmental data to measure and help improve environmental performance. Maricopa County will be able to lower energy costs and achieve carbon reduction goals. Annual maintenance costs beginning FY 2016 of $18,000 will be needed. Additionally, our current software (Utility Manager Pro) for collecting energy data will no longer be supported by our vendor, nor will they be providing any upgrades. New software will need to be put into place for this function. 3. The Tririga Facility Assessment module provides capital planning software to help generate higher returns from capital investments. It delivers financial, operational and environmental impact analyses to help improve capital planning for a single building, selected buildings or the entire Maricopa County portfolio. Currently, this service is provided by a consultant. FMD would avoid paying the cost for these assessments at consultant rates. Additionally, our current vendor will no longer be providing this service. Annual maintenance costs for this module will be $26,000 beginning FY 2016. 4. Incorrect forecast for FY 2013 caused a shortfall of carry forward budget for FY 2014. FY 2015 reconciled budget request will not exceed the total project budget of $5,800,000 approved in FY 2013. FY2015 funding is required as this project is underway and needs to be completed. The project purpose is to upgrade/modernize and maintain six elevators. 5. The Office of Enterprise Technology (OET) is requesting the repair/remodel of the Chambers Building interior and exterior. This project will maintain and preserve the condition of the Chambers Building while improving the business functionality for the occupant, the Office of Enterprise Technology. The Historic Chambers Transfer and Storage Co. Warehouse Building was built in 1923, is in need of a number of exterior improvements to maintain the value of the asset and reduce future maintenance costs. This project will address the deterioration of the grout between the bricks in the exterior walls; replace the dry rotted wood façade and substandard storefront glazing system at street level; and replace the roof. The purpose of the Chambers building interior remodel is to bring the vast majority of OET staff together in one building, to make the interior of the building a place where OET functions that rely upon one another can be housed together, and to create a work environment that fosters staff communication, collaboration, and a sense of pride in working for Maricopa County. OET staff are currently located in several locations – Maricopa County Administration building, RDSA, FMD swing space, Public Defense Services, as well as the Chambers building. In order to foster a great work environment that encourages communication, collaboration, and a sense of pride in working for Maricopa County, each floor of the Chambers building needs to be painted; have new floor coverings installed where appropriate; have some new offices and conference rooms constructed; as well as new furniture and equipment for OET staff. (C-70-14-007-2-00)